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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Mary DeLoretto, Chief Service Development Officer |
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PRESENTER(S): |
Dave Hancock, Director, Capital Development |
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Janelle Robertson, Project Manager II |
TITLE:
title
Change Order: FrontRunner Forward Program Management Services Change Order 1 - Year 2 Services (Kimley-Horn)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Authorize the Executive Director to execute the second year of a three year not-to-exceed (NTE) contract and associated disbursements with Kimley-Horn for FrontRunner Forward Program Management Services in the amount of $5,123,958.
BACKGROUND:
Following a competitive qualifications-based procurement process, the UTA Board of Trustees approved a FrontRunner Forward Program Management Services Consultant contract with Kimley Horn on May 26, 2021. The three-year contract established fixed labor hour pricing and terms and provided for two one-year options. The contract terms specify that a not to exceed contract value will be negotiated and approved annually. Year one of the contract was approved by the board on May 26, 2021 in the amount of $4,835,137.
To successfully deliver the Frontrunner Forward Program at UTA, specialty services and additional staff resources are needed to complete specific tasks and projects, while also helping support strategic direction and expert review with the benefit of a national perspective. These services include, but are not limited to, project management, public and stakeholder involvement, operational planning and coordination, strategic planning, concept design, funding evaluation, environmental and design assistance, project controls, procurement support, design reviews, and construction management support. Collectively, these and similar types of services are organized as “program management services” that support a program of interrelated projects, tasks and initiatives involving multiple business units at UTA. At times, some contractor personnel may co-locate at UTA offices.
DISCUSSION:
The FrontRunner Forward Program Management Services Consultant (FRF PMSC) contract between UTA and Kimley-Horn enables UTA to successfully deliver a series of investments over time to improve the FrontRunner commuter rail service. The contracted services provide program leadership to assist UTA with the development, implementation, and general oversight of the FRF Program. . A Notice-To Proceed (NTP) is issued prior to commencement of work each year based upon negotiation of type and quantity of hours multiplied by the negotiated rates. The negotiated NTE cost of year two is $5,123,958. Board approval is required prior to issuance of NTPs for this and subsequent contract years and options.
The contract value is an estimate; actual cost will be based on the services provided and will not exceed the authorized Board amount without additional Board approval.
Year 2 includes adjustments to labor rates that have been reviewed and approved by the UTA PM. Exceeding the amount authorized by the Board would require a contract amendment to be approved by the Board.
CONTRACT SUMMARY:
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Contractor Name: |
Kimley-Horn and Associates, Inc. |
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Contract Number: |
21-03410-1VW |
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Base Contract Effective Dates: |
5/28/2021 -5/28/2023 |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
$4,835,137 (year 1) |
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Amendment Amount: |
$5,123,958 |
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New/Total Contract Value: |
$9,959,095 |
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Procurement Method: |
RFQU |
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Budget Authority: |
Capital Project Budget |
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ALTERNATIVES:
UTA could choose not to execute Year 2 of program manager for the FrontRunner Forward program, but UTA does not currently have the resources to execute the program internally.
FISCAL IMPACT:
Fixed price NTE for year two of $5,123,958. Estimate for three-year duration of contract is approximately $15,000,000 depending on the scope of services needed and approved each year to progress the FRF program. The FrontRunner Forward project was allocated $375,000,000 from the State of Utah. These funds come from that Program.
ATTACHMENTS:
Change order: FrontRunner Forward Program Management Services - Change Order 1 - Year 2 Services (Kimley-Horn)